Leads and File Management

This article describes the Leads and File Management tools within the Forth CRM. It is broken down into the following sections:

• Overview
• Configure Columns for Mail Data Upload
• Terminology Update
• Updated File Management Actions
• Search and Upload Enhancements
• Disabling Delete Mail Leads Permission
• Assistance

Overview

To enhance clarity, efficiency, and control over your lead data, we updated our lead and file management tools, including terminology changes and more descriptive action names within the File Management interface. 

How to Use

Configure Columns for Mail Data Upload

IMPORTANT: 

When first using this tool, if you do not go into the Lead Management Settings and configure the Lead columns, you WILL NOT SEE anything when your client uploads a file. The Lead Management Settings page is located at Admin tab > Settings > Mail Leads > Lead Management Settings)

Terminology Update

The Mail Data page was renamed Mail Leads to more accurately reflect the page's core function: managing the leads you have imported for mail campaigns.

This page will now open to the Mail Leads tab by default, providing immediate access to your active leads.

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File Management Actions

The action menus within the File Management tab can be used for both bulk operations and individual files.

Understanding Key Actions: Export vs. Purge vs. Delete

• Export: Creates a downloadable copy of your data. Original data is not removed from the FORTH system.
• Purge: Permanently removes the leads associated with a file from the Mail Leads database. This action is used for data cleansing and cannot be undone. The file record itself remains in the File Management list.
• Delete: Permanently removes the file record itself from the File Management list. This action is typically used to remove a file that was uploaded in error.

IMPORTANT: Actions that include Purge or Delete result in permanent data removal and cannot be reversed. Please proceed with caution!

Bulk Actions (for All Files)

These actions apply to all files currently listed in the File Management tab.

To access: Navigate to the Mail Leads page, select the File Management tab, and click the Export/Purge button in the top-right corner (see Item #1 in the image below).

You will see the following options:

• Export All Files: Downloads a copy of all files. No data is removed from the system.
• Purge All Files from Mail Leads: Permanently removes the leads from all files from your database. The file records are not deleted.
• Export & Purge All Files from Mail Leads: Downloads a copy of all files and then permanently removes the leads from all files from your database.

Individual File Actions

These actions apply only to the specific file you select.

To access: Navigate to the File Management tab and click the ellipsis (...) on the right side of an individual file's row (see Item #2 in the image above).

You will see the following options:

• Export File: Downloads a copy of the selected file.
• Purge Leads from Database: Permanently removes the leads from the selected file from your database.
• Export & Purge Leads from Database: Downloads a copy of the selected file and then permanently removes its associated leads from the database.
• Delete File: Permanently removes the selected file record from the File Management list.
• Delete File and Purge Leads from Database: Permanently removes the selected file record and all of its associated leads from the database.

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Search and Upload

NOTE: File Uploads should be no larger than 30 MB in size.

Clarify if there is a numerical record limit in addition to a file limit and update the article.

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Disabling Delete Mail Leads Permission

To protect your data integrity, the FORTH CRM includes a security setting that controls who can delete Mail Leads. This allows users with the Admin role to restrict this high-risk action to authorized team members only. By default, all existing users will retain their ability to delete leads, ensuring your current workflow is not interrupted while giving your leadership the power to tighten security as needed. Follow the steps below:

1. Log in to the Forth CRM and click the Admin tab.
2. Select Roles from the navigation bar.
3. In the dropdown menu at the top left of the page, select the user role you wish to modify (e.g., attorney).
4. Go to the Contacts category and locate the checkbox titled Delete Mail Leads.
   
   • To Grant Access: Check the box. Users in that role will see the "Delete" option in their Mail Lead list view (see left side of the image below).
   • To Restrict Access: Uncheck the "Delete Mail Leads" box for that role. The "Delete" option will immediately disappear from the action menu for those users (see right side of the image below).
5. Click Save at the top of the page.
   

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Assistance

For further assistance, please reach out to support@setforth.com.

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